REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Report from the Stadium Authority for Action Regarding Stadium Manager’s Request to Execute Amendment No. 1 to the Agreement with Integrated Communication Systems (ICS) for Fire Alarm Testing, Inspection, Maintenance, and Related Services at Levi’s Stadium
Report
BOARD PILLAR
Ensure Compliance with Measure J and Manage Levi’s Stadium
BACKGROUND
As the Stadium Manager, Forty Niners Stadium Management Company, LLC, is responsible for maintaining “the Stadium in the Required Condition and operate the Stadium as a quality NFL and multi-purpose public sports, public assembly, exhibit and entertainment facility” as required by the Stadium Management Agreement between the Stadium Authority, Stadium Manager, and Forty Niners SC Stadium Company, LLC (StadCo).
On November 1, 2019, the Stadium Manager entered into a three-year agreement with ICS for fire alarm testing, inspection, maintenance, and related services. The Stadium Manager is requesting approval to execute Amendment No. 1 to the agreement with ICS Integrated Communication Systems (ICS) to extend the agreement moving the end date from March 31, 2023 to May 31, 2023 and include a compensation amount not to exceed $10,000 for the extended time period. The extension and compensation is to repair the deficiencies identified in the recent annual fire alarm testing and inspection as required in the agreement to finish the full scope of work prior to a change in the service provider.
DISCUSSION
Stadium Authority staff reviewed the Stadium Manager’s Recommendation Memo (attached to corresponding report #23-534) and supporting documentation.
Following a formal procurement process, on March 21, 2023, the Stadium Authority Board (Board) approved the Stadium Manger’s request to execute an agreement with a new vendor, Convergint Technologies, for fire alarm testing, inspection, maintenance, and related services to commence on April 1, 2023.
The ICS agreement covered both annual and semi-annual fire alarm testing and inspection including addressing any deficiencies during the testing and inspection phase. As per the schedule, Stadium Manager and contractor conducted the annual testing which occurred in March 2023. Upon completion of the fire alarm testing and inspection, there were a number of deficiencies that need to be addressed by ICS prior to the next testing and inspection period which would be conducted by Convergint.
There are several large-scale events scheduled at Levi’s Stadium during the coming months and to ensure continuous coverage of the fire alarm system and critical safety systems, extending the agreement will allow Stadium Manager to address the deficiencies and ensure seamless service for fire and life safety concerns.
Based on the documentation provided, staff recommends approval of the Stadium Manager’s request to execute an Amendment No. 1 to the Agreement with ICS order to complete the necessary repairs before upcoming large-scale events at Levi’s Stadium.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The Stadium Authority Fiscal Year (FY) 2023/24 Budget contains Shared Stadium Expenses (Shared Expenses) such as Security, Stadium Operations, Engineering, Guest Services, and Groundskeeping. Shared Expenses are split between the Stadium Authority and Forty Niners SC Stadium Company LLC (StadCo) per the Stadium Lease between Stadium Authority and StadCo.
There are sufficient funds in the FY 2023/24 Shared Expenses Engineering line item to cover the agreement cost for the extended term (up to $10,000, of which the Stadium Authority is responsible for up to $5,000).
COORDINATION
This report has been coordinated with the Stadium Authority Counsel and Treasurer’s Offices.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation:
Approve the Stadium Manager’s request to execute Amendment No. 1 to the agreement with Integrated Communication Systems (ICS) to move the term date from March 31, 2023 to May 31, 2023 and include a total not to exceed compensation amount of $10,000 for the extended term only in order for ICS to complete the necessary repairs as part of the agreement for fire alarm testing, inspection, maintenance, and related services at Levi’s Stadium.
Staff
Reviewed by: Office of the Executive Director
Approved by: Office of the Executive Director